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Administrative Assistant - (Indianapolis) in Indianapolis, Indiana For Sale

Type: Office Work, For Sale - Private.

PRIMARY PURPOSE: As a key member of the Legal Leasing Department, provide primary support to the Attorneys and Paralegals in all phases of the negotiation/documentation process pertaining to retail leases and related matters. Responsibilities include initial lease and related document preparation as directed by the Attorneys or Paralegals; assisting as required in follow-up communication with tenants as well as with Leasing personnel in an effort to expedite the document negotiation process; periodic printing/distribution of Cognos and related reports as required by Attorneys or Paralegals; the maintenance of a variety of administrative documents, and telephone/messaging. As the Administrative Assistant is often the person that tenants and other outsiders associate most with the company, the Administrative Assistant is required to maintain a professional, customer service demeanor at all times in the performance of required duties/tasks. PRINCIPAL RESPONSIBILITIES: The successful candidates responsibilities will include, but not be limited to: 1. Perform General Administrative duties including, but not limited to: Serve as the communication gatekeeper for all external and internal communication for the Attorneys or Paralegals, including performing general telephone duties, scheduling conference calls; taking messages and routing phone calls; Photocopying and transmitting facsimiles; Participating in department mail distribution rotation as needed; Open mail, date stamping and distributing to assigned staff, and Preparing special mail delivery per department policy utilizing FedEx website. 2. Take primary responsibility for performing the word processing and related functions for the creation of leases and related documents throughout leasing process: (a) Responsible for monitoring the SSLE Legal Leasing Mailbox searching for DVP and/or Partner approvals and re-approvals and forwarding to Attorneys. (b) Responsible for the creation and revisions of legal documents at the direction of the Attorneys/Paralegals and in accordance with all corporate/departmental policies and procedures; (c) Utilize TAP templates to initiate the legal document, property and/or DBA; initiate TAP workflows, and ensure legal document is being created in the correct property/DBA folder in TAP; (d) Review Tenant Fact sheets and Tenant Strategy Icon information and provide the Attorneys/Paralegals with such information for their consideration in the drafting of leases and related documents; (e) Determine the most recently executed documents for a particular tenant entity and consult with the Attorneys/Paralegals regarding the use of conforming language, preserving standard template language where appropriate to do so; (f) Ensure the accurate input of deal specific information into legal documents, including verification of standard property fees and escalation rates and/or specifically negotiated tenant rates; (g) Use of Microsoft Word functionalities such as AutoText, AutoCorrect, Macros, Track Changes and Password Protect; (h) Perform Spell Check and Print Preview for all documents; (i) Responsible for ensuring tenant address is accurate and mailing and/or emailing document to tenant; (j) Establish and maintain filing system for In Progress documents; (k) Establish a consistent communication process with the Attorneys/Paralegals ensuring that appropriate SSLE milestones and TAP tasks are completed with each transmittal; (l) Provide assistance to the Attorneys/Paralegals in the performance of their required self-management practices and procedures, including the routine preparation/printing/distribution of Cognos and related reports; (m)Assist the Attorneys/Paralegals with follow-up communications with tenants and Leasing personnel, including Change Log preparation as requested, and prepare Change Log entries requesting final revisions to SSLE deal information and transmit same to Leasing Agent prior to submission of documents for re-approval. 3. Responsible for preparing leases for Final Execution: (a) Print out SSLE Lease Review and Approval Form; SSLE Deal Information Form; SSLE Deal Analysis Form; and SSLE Sub-Workflow indicating proper approvals have been received. (b ) Assemble approval package and submit to Lease Services. 4. Responsible for processing Fully Executed Leases within Department established timeframes: (a) File set upfor ancillary documents. (b) Conform hard copy changes to the soft copy in the TAP system including updating document with 'Complete with tenant executed changes as of (date)'. (c) Update the execution date in the TAP attributes. (d) Print TAP coversheet and submit for scanning. (e) Scan applicable negotiation correspondence into TAP. (f) Prepare transmittal letter to tenant and mail document. 5. Administrative staff will be assigned a primary Attorney and Paralegal but will be required to expedite and support all other Attorneys and Paralegals as directed. If ever there is any question on priority of work the administrative assistant should discuss with their director. 6. Other duties as assigned. MINIMUM QUALIFICATIONS: Proficient in Microsoft Word. Knowledge of Excel. Knowledge of Lotus Notes. Excellent verbal and written communication skills Flexibility and a willingness to assist others or address high priority matters as needed. Ability to work independently without direct supervision. Self-motivated and problem solving experience. Excellent time management/organizational skills. Ability to meet deadlines and work well under pressure.
Source: http://www.juju.com/jad/xxxxxxxxllf9gy?partnerid=af0exxxx314cbc501beebacaxxxx739d&exported=True&channel=staticfile&hosted_timestamp=xxxxa345f27ac5dcxxxx475a931dxxxxxxxxed9f796dbc81ddxxxx7b56fxxxx6

State: Indiana  City: Indianapolis  Category: Office Work
Office Work in Indiana for sale

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